Tracking Frequency and Schedule

What is it?

Every tracking project has a Sync Frequency. It decides how often Prism checks where your keywords rank, or how often it asks AI platforms your prompts. This applies to Google SERP, Bing, Play Store, App Store, YouTube and the LLM Tool.

Why use it?

• To get fresh rankings as often as you need them.
• To run a one-time check, for example for an audit or a pitch.
• To time weekly or monthly checks around your own reporting day.

Before you start

• You need admin or owner access to open the Client panel. See Roles and permissions.
• The frequencies you can pick come from your plan and master project. If none are set up, the form shows No frequency configured on the master project for this channel — ask your admin to add one.

How to use it

1. Open Project settings

   In the Prism sidebar, under System, click Settings. In the Client panel, click Project settings and pick the channel tab.

2. Create or edit a project

   Start a new project, or open an existing one for editing. See Project settings.

3. Pick a frequency

   In Sync Frequency, choose one of the options shown, for example Daily, Weekly, Monthly or Once.

4. Change the day (optional)

   For Weekly or Monthly, tick Advanced schedule to pick a different day. The form tells you when checks will run.

5. Save

   Save the project. The new schedule starts straight away.

Understanding the screen

Frequencies

If your plan includes Yearly, Prism checks once a year.

Default weekly and monthly times

Under Sync Frequency, the form shows the default, for example "Default: Every Monday at 09:00 IST." The defaults are (India time):

Advanced schedule

Advanced schedule appears only for Weekly and Monthly.

• Weekly: pick a Day of week and a Time (IST).
• Monthly: pick a Day of month from 1 to 28. "Time stays the default … Days 29–31 aren't offered so every month gets a crawl."

When it is on, the form reads "Crawls will run:" followed by your schedule, for example "Every Friday at 10:30 IST." Untick it to go back to the default.

When you only view a project, Tracking Frequency shows the frequency and its schedule.

The Once frequency

Pick Once when you need rankings for a single date.

• Prism starts the check as soon as you create the project.
• It does not check again. Reports show only that date.
• If you change an existing Google, Bing, YouTube or LLM Tool project to Once, upload a new keywords or prompts file in the same save. Prism then runs one check on that file.

Understanding the data

• A check takes some time to finish, especially for long keyword lists. New results appear when it is done.
• On rank tracking screens, the date pickers only let you pick dates on which Prism checked your keywords.
• Only active keywords are checked. See Keywords and prompt files.
• Google Search Console and Google Analytics 4 do not use this setting. They sync every day. See Data sync schedule.

Example

For example, your team reports every Friday. Your Google project is on Weekly, so it checks on Mondays. You edit the project, tick Advanced schedule, pick Friday and 08:00 in Time (IST), and save. The form reads "Crawls will run: Every Friday at 08:00 IST." From this week, your Friday report has same-day rankings.

Tips

• Use Daily for keywords that matter most, and Weekly or Monthly for long-tail lists.
• Use Once for one-off audits or pitches.
• After you change a frequency, wait for the next check before you compare reports.

Common issues